Executive Assistant to CEO - Great work/life balance!
2 days ago
Las Vegas
Our client, a wealth management/investment advisory firm in Las Vegas that specializes in financial planning, investment management, retirement planning, institutional services and individual wealth, has engaged us to place an Executive Assistant (EA) to the Founder/CEO. The CEO manages a fast-paced, demanding workload and is seeking a proactive EA that operates at the top of their game (rockstar) to serve as a trusted right-hand and strategic partner, that moves with the pace & energy that defines how he operates. This role provides high-level administrative, logistical, project management, and office operations support. The EA’s priority will be to help make the CEO’s workday more efficient, better organized, and more effective, allowing him to stay focused on leading the firm & serving their clients. \n \n The EA will proactively identify opportunities to streamline workflows, improve efficiency, and enhance day-to-day operations. The ideal candidate is highly organized, able to effectively prioritize competing priorities, manage multiple projects with minimal supervision, and consistently perform at a high level in a fast-paced, client-focused environment. \n \n This position requires regular interaction with clients and internal team members, maintaining professional communication, building strong relationships, and ensuring timely follow-up on key action items. As a trusted partner to the CEO, the EA must exercise exceptional professionalism, sound judgment, integrity, discretion, and confidentiality at all times. \n \n The ideal candidate is personable, proactive, and professional, bringing strong business acumen, exceptional attention to detail, a positive, can-do attitude, and a dedicated work ethic to the role. They excel at anticipating needs before they arise, thinking several steps ahead, effectively prioritizing competing demands, and thriving in both independent and collaborative environments. \n \n This is a great, long-term opportunity for the right individual, offering excellent work-life balance and the chance to join a company that genuinely values its employees, and recognizes the contributions of its team. Please do not contact our client directly. \n \n Location: Las Vegas (Summerlin South area) \n \n Hours: This is a full-time, on-site position with standard hours of Monday-Friday, 8:00 a.m. to 5:00 p.m. Flexibility is required to remain past 5:00 p.m. when the CEO has late client meetings, providing support as needed and assisting with end-of-day wrap-up. \n \n While routine weekend and after-hours work is not expected, the Executive Assistant should be available to receive communications from the CEO outside of normal business hours and respond promptly to urgent matters, while addressing non-urgent requests as appropriate (e.g., the next business day). \n \n When support is provided outside of regular business hours, the Executive Assistant may adjust their schedule during the following workweek by arriving later or leaving earlier, with prior coordination, to offset the additional time worked. \n \n About YOU: \n\n • You have a servant's heart, a "no task is too small" attitude, and maintain a positive outlook in everything you do\n, • You have a strong business acumen, professional demeanor, and a high level of emotional intelligence & professionalism\n, • You’re a collaborative team player who is willing to jump in where needed to get things done\n, • You’re resourceful, show initiative, and have strong decision-making capability\n, • You have a “figure it out” mentality, and the confidence to ask questions when needed \n, • You have strong organizational skills, and a proactive approach to problem solving, reflecting the ability to perform & prioritize multiple concurrent tasks as the CEO’s priorities dictate\n, • You’re forward thinking, intuitive, and try to always remain steps ahead of your executive’s needs\n, • You’re a smart self-starter, productive, and highly organized\n, • You have excellent written & verbal communication skills, and provide a courteous & professional point of contact with clients, vendors, and internal team members\n, • You’re honest, display a high level of personal accountability and responsibility, utilizing tact, discretion and good judgment at all times, especially when exposed to confidential or sensitive matters\n, • You have a calm, steady demeanor\n, • You have strong time management skills and don’t need to be micromanaged in order to execute\n, • You’re flexible/adaptable and have the ability to pivot\n, • You're driven, confident, and diligent, with exceptional attention to detail, strong follow-through, and a commitment to delivering high-quality work\n, • You have strong interpersonal skills, with an ability to communicate with a mix of different personalities\n, • You have a good history of job stability, strong references, and are looking for a long-term career\n\n \n Core Responsibilities Include (but not limited to): \n\n • Manage the CEO’s calendar, ensuring seamless coordination, and prioritizing the most time sensitive matters as scheduling conflicts & last minute requests arise; coordinate with CEO’s spouse on travel/calendar\n, • Coordinate domestic and international travel for the CEO & family (as needed), including private aviation & commercial logistics and detailed itineraries; ensure seamless travel experiences with contingency planning for last-minute changes or disruptions; maintain travel documentation, memberships, and preference profiles\n, • Act as a gatekeeper and liaison, providing a bridge for smooth communication between the CEO and internal/external contacts\n, • Monitor email by filtering, categorizing, ensure timely response especially to urgent matters, and responding accordingly when needed/directed\n, • Coordinate meetings & calls, send reminders, and gather/prepare materials in advance ensuring the CEO is prepared at all times\n, • Build relationships with the CEO's core team/direct reports \n, • Answer the phone, take accurate messages, and handle urgent calls with appropriate judgment \n, • Provide friendly reminders of upcoming commitments & responsibilities as needed, following up appropriately\n, • Maintain strict confidentiality & discretion when working with financial and personal information\n, • Act as a “barometer”, having a sense for issues taking place in the office, keeping the CEO updated as needed\n, • Ensure communications from the CEO are timely, clear and responsive to ensure projects move forward \n, • Collaborate with other departments to gather information & facilitate cross-functional communication \n, • Prioritize needs, handle matters expeditiously and proactively, and follow through on projects/assignments to successful completion, some of which can be deadline sensitive \n, • Manage, reconcile, and process corporate expenses and reimbursement reports for the CEO and other executives (as needed) \n, • Format documents and presentations; maintain accurate records and files \n, • Prioritize inquiries & requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements\n, • Online research\n, • Maintain address/contacts lists\n, • Other related duties as delegated by the CEO\n\n \n Required Qualifications: \n\n • 4+ years experience in an Executive Assistant or similar professional role supporting busy senior executives/leadership within a fast-paced environment\n, • Proficiency with MS Office; Mac experience; ability to quickly learn firm-specific systems and client management platforms (tech savvy)\n\n Bonus Qualifications: \n\n • Associate or Bachelor's degree in Business, Finance, Communications, or a related field\n, • Prior experience in financial services, wealth management, or a professional services environment is beneficial\n, • CRM experience\n\n \n Compensation/Benefits: \n\n • $90,000-$110,000 base salary + quarterly company performance-based bonus\n, • M/D/V \n, • 401k with 3% employer match\n, • Profit sharing\n, • PTO (15 days) \n, • Paid Holidays - Full (10) & 1/2 days (4)\n, • Maternity/Paternity Leave\n, • Life & AD&D Insurance\n, • And more….\n, • Additional perks: Complimentary snacks/drinks, company provided lunch (Friday), social events/team outings, & annual company/team vacation (prior trips included Cancun & Hawaii) \n\n \n Successful completion of background and reference checks required prior to employment. \n \n Note: We appreciate your interest in this opportunity and review all submissions. Candidates of interest will be contacted via email with a questionnaire to further assess potential fit & next steps. Those not selected will have their resume kept on file for consideration of other opportunities. \n \n Trademark Hire, LLC is an equal opportunity recruiting firm, and doesn’t discriminate with its sourcing/recruiting, screening, or placement practices on the basis of race, color, religion, gender, sexual orientation, age, national origin, disability, military status, veteran status, or any other characteristics protected by law. All hiring decisions, compensation, benefits, and employment terms are determined by the client. Trademark Hire, LLC is acting solely as a recruiting and placement firm for this position and is not the employer of record for this role.